SKILLS: SDF Manual - FP&M SETA · SDF Profiles on the system • Primary SDF has the overall...

of 50

Compiled by Bayathandwa Shembe

SKILLS: SDF Manual

FP&M SETA

19 December 2014

of 50


Table of Contents Important information to Note before registering as SDF: ............................................................. 2

SDF Profiles on the system ............................................................................................................. 2

REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) .................................................... 2

ACCESSING ORGANISATION INFORMATION ................................................................................... 8

REGISTER OR REMOVE AN ORGANISATION .................................................................................... 8

EDIT SDF DETAILS ........................................................................................................................ 10

ACCESSING THE ORGANISATION DETAILS .................................................................................... 10

ORGANISATIONAL CONTACT DETAILS .......................................................................................... 11

ORGANISATIONAL BANKING DETAILS .......................................................................................... 13

TRAINING COMMITTEE................................................................................................................. 14

ORGANISATION CFO DETAILS ....................................................................................................... 15

WSP AND ATR DOCUMENT UPLOAD ............................................................................................ 16

Uploading proof of banking details .............................................................................................. 16

Uploading Authorization page ..................................................................................................... 17

Uploading Training Committee Minutes (compulsory for ............................................................. 18

Medium/large organisations)....................................................................................................... 18

CREATING FORMS ........................................................................................................................ 19

Banking Details............................................................................................................................. 21

Section A1: Employment Summary .............................................................................................. 23

Section A 2: Provincial Breakdown ............................................................................................... 24

Section 1: Annual Training Report ............................................................................................... 26

Section 2: ATR Trained Pivotal Training Report ............................................................................ 29

Section 3: ATR Adult Education and Training ..................................................................... 32

Section 4: WSP Workplace Skills plan .................................................................................. 34

Section 5 WSP Plan Pivotal Training ............................................................................................. 37

Section 6: WSP Plan Adult Education Training ................................................................... 38

Impact Assessment ...................................................................................................................... 42

Evaluation and Comments ........................................................................................................... 43

Printing of the Forms ................................................................................................................... 44

Authorisation page ....................................................................................................................... 45

View Grant and Levies .................................................................................................................. 46

of 50


Important information to Note before registering as SDF: 1. ID / alternative ID number are key during the registration process 2. Scanned appointment letter from the Organisation(s) to be on hand when accessing the system to register. 3. SDFs to know the SDL numbers of their organisations as they will be required to link and search using the SDL number on the system

SDF Profiles on the system • Primary SDF has the overall responsibility to submit the WSP/ATR forms on behalf of the

organisation; the Primary SDF can also capture the information on the WSP/ATR forms. (Please note that there will be only one Primary SDF profile assigned per organisation)

• Contract SDFs are appointed by the organisation to support the Primary SDF to capture WSP/ATR forms; however they are not allowed to submit on behalf of the Primary SDF. The Contract SDF profile is available for e.g. Company Administrator/Data Capturer, to provide support where there are large amounts of data that have to be submitted by the organisation.

• Secondary SDF is appointed by the organisation and has view access to the organisation information e.g. HR manager. This profile has no capturing or editing rights on the system.

REGISTER AS A NEW SKILLS DEVELOPMENT FACILITATOR (SDF) Steps Action Screenshot

1 Go to FP&MSETA Website: www.fpmseta.org.za Click on the “Stakeholder Login” Link which will take you to the “Stakeholder Login” page

2 Click on Register to access the SDF Registration function.

of 50


Steps Action Screenshot 3 Click on Register

from the Registration Menu

4 Capture your

personal details on the “Applicant Details” page.

5 Click on the Save

and Proceed button to move to the next step.

6 Click the magnifying glass to search for organisation SDL number

of 50


Steps Action Screenshot 6 Capture the SDL

number of your organisation And click search The organisation you search for will show. Click on the SDL number then click Select Select the current Financial year from the drop down

of 50


Steps Action Screenshot Click on browse to upload the appointment letter then save

of 50


Steps Action Screenshot 7 Once the

company is linked and the Letter of Appointment uploaded, it will appear as on the right. Proceed to click the Finalise Application button to submit the application Then you will have to wait for FPMSETA Approval to have access to the system You will receive an email notification with your credentials Note you are able to link yourself to more than one organisation and must upload an appointment letter for each organisation.

of 50


Steps Action Screenshot

of 50


ACCESSING ORGANISATION INFORMATION

REGISTER OR REMOVE AN ORGANISATION

Steps Action Screenshot 1 Login into the

system

2 The Skills

Development Facilitators Dashboard will open

3 Note that you

can link yourself to more than one organisation To register additional organisation to your profile select financial year 2015/16 on drop down Then click on register

of 50


Steps Action Screenshot 4 Click on the

magnifying glass to select an Organisation, upload Click on financial year to select current financial year Click on browse to select the “Letter of Appointment” then Click Save to link it to your profile. Company selected will show as below

5 To remove an Organisation Select the relevant record. The row will be highlighted when selected then click on the Remove button.

of 50


EDIT SDF DETAILS The section below outlines the process for editing the SDF’s details

Steps Action Screenshot 1 On the

Dashboard, click on Your Details button.

2 Click on the Edit

button. Once done, scroll to the bottom and click Save.

ACCESSING THE ORGANISATION DETAILS Steps Action Screenshot

1 From the Dashboard, select the Organisation. The row will be highlighted when selected. Click on the Action button to open the Organisation’s profile.

of 50


Steps Action Screenshot 2 If the

organisation does not appear on the Dashboard, click on the Search button.

3 Search for the Organisation by capturing the SDL number

4 Confirm the SETA data is correct If there is any information to be updated, click on the Edit button, then click Save to effect the changes.

ORGANISATIONAL CONTACT DETAILS The section below outlines the process for adding/editing the organisation’s contact person’s details

Steps Action Screenshot 1 Click on

Organisation Contact from the Organisation Menu

2 Click on the

Create button

of 50


Steps Action Screenshot 3 Capture the

Contact’s details and click the Save button.

Please ensure that the contact details are correct and confirm the details before creating the new WSP forms.

of 50


ORGANISATIONAL BANKING DETAILS The section below outlines the process for adding/editing Banking Details and uploading of stamped letter from the bank or Cancelled Cheque. Note only Primary SDF Profile can edit Organisation Bank details


Organisation Banking Details from the Organisation Menu

2 Click on the Edit

button

3 Capture/Update the banking details then click the Save button. When selecting Bank Name the system will automatically add Bank Code

of 50


TRAINING COMMITTEE This section below outlines the process for adding/editing the Training Committee members’ details. This is only applicable for Medium and Large entities

Step Action Screenshot

1 Click on Training Committee from the Organisation Menu

2 Click on the Add

Training Committee button

3 Capture the committee member’s details then click on the Save button.

4 To update the

details, click on the record and it will be highlighted. Click on the Action icon to open the record.

of 50


ORGANISATION CFO DETAILS

The section below outlines the process for adding/editing CFO’s Details


Organisation CFO Details from the Organisation Menu

2 Click on the Edit

button

3 Capture the CFO’s contact details, then click the Save button.

of 50


WSP AND ATR DOCUMENT UPLOAD

There are three documents to upload on this section • Authorisation Page • Proof of Banking Details • Training Committee Minutes (not compulsory for small organisations)

Uploading proof of banking details Steps Action Screenshot

1 Click on WSP & ATR Document Upload from Menu

2 Select document

type on the drop down Then Click on the New Document button

3 Select the financial year then select Browse to upload document lastly click on Upload Document uploaded will show at the bottom with the current financial year

of 50



Uploading Authorization page Steps Action Screenshot


2 Select document


of 50


Steps Action Screenshot 3 Select the

financial year then select Browse to upload document lastly click on Upload Document uploaded will show at the bottom with the current financial year

Uploading Training Committee Minutes (compulsory for

Medium/large organisations) Steps Action Screenshot


of 50


Steps Action Screenshot 2 Select document


3 Select the financial year then select Browse to upload document lastly click on Upload Document uploaded will show at the bottom with the current financial year

CREATING FORMS The section below outlines the process for creating new forms for the financial year

Steps Action Screenshot 1 Select the current

financial year from the combo box.

of 50


Steps Action Screenshot The page will refresh and the create button will become active.

2 Click on the Create button

3 Capture the Number of Employees and click the Save button.

4 Once the number of employees has been confirmed, the window on the right will appear. Select current financial year forms and click on View to open forms

1. Users can only create the current financial year’s forms and not previous years. 2. Forms can only be created if all fields on the organisation information and contact details tab

have been completed and confirmed to be correct. 3. The number of employees captured determines the type of Forms created.

of 50


Note

1. The information on this form will populate based on the information captured on the Organisations Information section and the SDF linked to the organisation.

2. Any information updated on this form, will populate. E.g. If the Organisation telephone number is updated on the form and saved then the updated telephone number should be displayed on the organisation information section

Banking Details The section below outlines the process for filling Banking Details


Banking details from the WSP & ATR Forms Menu and click on Select to open and Capture Banking details information Confirm that banking details are correct and that proof of banking details have been uploaded.

of 50


NOTE: If the banking details have changed, you are required to “edit” the details and then submit a signed and stamped letter from the bank for the new banking details. This is compulsory for your submission.

If the banking details have NOT CHANGED please confirm and upload current proof and upload copy to the system

Click on upload document to upload signed letters by the Bank Document uploaded will show at the bottom Click on tick box button to confirm you have updated/ checked your Bank details Click on save The information on this form is populated based on what is captured on Organisation Banking Details section.

of 50


Section A1: Employment Summary The section records current Employment statistics


magnifying glass to select OFO occupation and Municipality Capture the relevant number of employees per OFO occupation and click add Information captured will show at the bottom

2 Alternatively you can use bulk import if there is a lot of data to capture. Click on Bulk import Click on Download Excel Template to download excel spreadsheet to use

of 50


Steps Action Screenshot After downloading excel template, capture information and save in excel. NOTE Don’t change the name of the template when you save on your documents for capturing. Don’t change the format of the excel spreadsheet. Click on Back to WSP

Section A 2: Provincial Breakdown


select button to open WSP Section A2

of 50


2 The page allows user to capture details then save

3

Alternatively the SDF can capture information on excel by clicking on Bulk Import to upload

4 Click on Download Excel Template

5 After

downloading excel template, capture information and save in excel. NOTE Don’t change the name of the template when you save on your documents.

of 50


6

Once the template is populated and all required information is captured Click on choose file to search for the saved template on your computer then click Import to upload.

7 Once the information is captured and saved the user is able to edit.

Section 1: Annual Training Report The section records the training that took place during the previous year (1 April 2014 – 31 March 2015)


Section 1 Annual Training report from the ATR Forms Menu Click on Select button

of 50


to open and capture data

2 Capture details and save

3 Indicate “Not applicable” if your organisation did not conduct training during the previous year by selecting the tick box and Save

4 Once the record is saved, the SDF has the option to Edit or Remove it.

of 50


5 Alternatively, you may use the Excel Importer template. Click on the Bulk Import button

6 After downloading excel template, capture the information and save in excel. NOTE Don’t change the name of the template when you save on your documents for capturing.

7 Once the template is populated and all required information is captured, click on Choose file to search for the saved template on your computer, then click Import to upload.

of 50


Once the information is captured and saved the SDF is able to edit by clicking on the relevant item which will activate the Edit of Remove button

Section 2: ATR Trained Pivotal Training Report The section records the PIVOTAL training that took place during the previous year.

Steps Action Screenshot 1 Click on Section 2

ATR Trained Pivotal Training Report

2 Click on the select button

of 50


Steps Action Screenshot 3 Capture the

details and save

4 Once the record

is saved, the SDF has the option to Edit or Remove it.

5 Alternatively you

can download the Excel Template and Import the information.

of 50


Steps Action Screenshot 6 Capture details

on excel spreadsheet

7 Once the

template is populated. Click on Choose to search for the saved template on your computer then click Import to upload. Once the record is saved, the SDF has the option to Edit or Remove it.

of 50


Section 3: ATR Adult Education and Training


1 Click on WSP Section 3 from the Forms Menu

2 Click on the Select button


of 50



5 Alternatively you can download Excel Template then import

6 Capture

information in excel spreadsheet.

7 Once the template is populated. Click on choose file to search for the saved template on your computer then click Import to upload.

of 50



Section 4: WSP Workplace Skills plan The section records the Work Place Skills Plan for the period 1 April 2015 – 31 March 2016


1 Click on WSP Section 4 from the WSP & ATR Forms Menu


of 50




5 Alternatively you

can download the Excel Template

of 50


6 Capture information on Excel spreadsheet

7 Once the template is populated. Click Choose to search for the saved template on your computer then click Import to upload.


1

of 50


Section 5 WSP Plan Pivotal Training This section records Planned Pivotal Training for the period 1 April 2015 – 31 March 2016

Steps Action Screenshot 1 Click on WSP

Section 7

2 Click on the

Select button

3 Capture the information and Save Alternatively, use the Bulk Import option If not applicable click on the tick box and save

of 50



Section 6: WSP Plan Adult Education Training


1 Click on WSP Section 6 from the WSP & ATR Forms Menu

2 Click on the select button to open the form

of 50



If not applicable, tick box and Save


5 Alternatively you can download the Excel Template to do a bulk import

of 50


6 Capture information in Spreadsheet and save

7 Once the

template is populated. Click on choose file to search for the saved template on your computer then click Import to upload.


of 50


The following table below can be used as the guideline by the SDF when identifying the NQF Level learning Programmes across the above forms

NQF LEVEL BAND QUALIFICATION TYPE 10

HIGHER EDUCATION AND TRAINING

Post-doctoral research degrees 9 Doctorates 8 Masters degrees 7 Professional Qualifications

Honours degrees and 4-yr degrees 6 National first degrees (3-yr)

Higher diplomas 5 National diplomas

National certificates

FURTHER EDUCATION AND TRAINING CERTIFICATE 4

FURTHER EDUCATION AND TRAINING

Grade 12 (Matric), National certificates 3 Grade 11, National certificates 2 Grade 10, National certificates

GENERAL EDUCATION AND TRAINING CERTIFICATE

1 GENERAL EDUCATION AND TRAINING

Grade 9 ABET Level 4 National certificates

of 50


Impact Assessment This section records the impact assessment


1 Click on WSP Section from the WSP & ATR Forms Menu

2 Click on the

Select button

3 Capture all required information and save.

4 Once the

update button has been clicked pop message will show Save has been run Successfully

of 50


Evaluation and Comments This section records Evaluation and Comments


1 Click on WSP Evaluation and Comments from the WSP & ATR Forms Menu


3 Answer all question and Save

4 Once the save has been clicked pop up message will show Save has been run successfully

of 50


Printing of the Forms The section below outlines the process of Printing WSP

Steps Action Screenshot 1 Click on current

financial year then Print

2 The full report

will be generated in PDF format for download. Please print and sign the authorisation page. Save a pdf or jpeg copy of the signed document on your computer / desktop. Submit the original signed document to your nearest Regional Office.

of 50


Authorisation page The section below outlines the process uploading Authorisation Page which is the signed copy of WSP

Steps Action Screenshot 1 Click on WSP &

ATR Document Uploads

2 Select

Authorisation Page Click on New Document Select current financial year and then click choose file to select signed document saved on your computer/ desktop and click upload

of 50


Steps Action Screenshot 3 Then you can click

submit button to submit WSP Alternatively you can use the Submit button on the main page of the forms to submit

The SDF will receive an e-mail notification to confirm the submission has been submitted on the FP&M SETA system.

View Grant and Levies SDF Profiles that can view Grant and Levies on the system

Note

• All Profiles i.e. Primary, Secondary and Contract SDF has access /right to view Grant and Levies in the system

Steps Action Screenshot 1 Go to

FP&MSETA Website: www.fpmseta.org.za Click on the " Stakeholder Login” Link

of 50


Steps Action Screenshot 2 Log in with your

credentials

3 Organisation

that are linked to your Profile will display

4 Click on the organisation to select organisation you want to open Then click on action icon to open

5 Go to Grant and Levies

of 50


Steps Action Screenshot 6 Select Financial

year on the drop down

7 Click on view

button

8

9

Click one option that you want to view For example: Clicking on Grant Summary will display the Grant Summary on your right hand side. Click on Levies Summary to view Levies Click on Financial Summary to View Financial Summary

of 50



SKILLS: SDF Manual - FP&M SETA · SDF Profiles on the system • Primary SDF has the overall...

Documents

Transcript of SKILLS: SDF Manual - FP&M SETA · SDF Profiles on the system • Primary SDF has the overall...